GLOVIS: Administrative Assistant, HR

RESPONSIBILITIES:

1.Oversee Front Office Operations

• GLOVIS main line and in-office visiting guests
• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Schedule, maintain and update appointment calendars.
• Relay and resolve complaints from customers or the public.
• Process office supply orders for GLOVIS personnel.
• Receive, sort and distribute incoming mail to the appropriate and intended source.
• Manage Conference room assignment and scheduling.

2.Billing Reconciliation

• Review and reconcile AMEX billing
• Resolve discrepancies
• Verify accuracy of temp agency invoices, and research discrepancies
• Keep records of invoices and support documents

3. Clerical Support & Filing

• Transmit information or documents to customers, using computer, mail, or facsimile machine.
• Ad-hoc reporting.
• Scan or read incoming materials to determine how and where they should be classified or filed.
• Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
• Add new material to file records or create new records as necessary.
• Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.

4. Other Duties as Assigned

• Assist with explaining benefits to GLOVIS Employees.
• Assist with processing of benefit invoices (medical, dental, vision, ancillary, COBRA, FSA and other voluntary plans) for headquarters.
• Serve as point of contact for all HQ benefit inquiries and issues.
• Apply updates to the HRIS system as directed.
• Assist with changes and administration of 401(k) plan.
• Update contribution changes and new loans on the 401(k) provider web site and HRIS (Paycom).
• Manage wellness allowance; ensure all required forms and documentation is received for eligibility.
• Assist with annual benefit renewals and open enrollment.
• Assist with job description review process; ensure updates are applied and confirmed by hiring manager.
• Audit production employee rates for accuracy; report errors to appropriate sites and supervisor.
• Assist with annual compensation review.
• Conduct mild research on positions during compensation study process at the direction of compensation department.